Alumni Operations Coordinator - Azusa, United States - Azusa Pacific University

Azusa Pacific University

Verified Company

Azusa, United States

14 hours ago

Posted by:

Mark Lane

beBee recruiter

Description

APU is seeking employees who desire to engage in our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character.

Working together, employees at APU commit to establishing a university atmosphere that is pleasing to God and edifying to one another.

This role is critical to the execution and coordination of all alumni related events including on-campus events, off-campus events, regional events, and any web-based activities as well as helping to manage event timelines and budgets.

This person will participate in hiring, training, scheduling, and supporting student employees and will work closely with the Advancement data team to help ensure alumni contacts are documented and accounted for.

Additionally, the Alumni Operations Coordinator will support social media efforts in collaboration with the Director of Alumni Engagement, Alumni Engagement Officer(s), and the Advancement Communications Specialist.

This role is critical in supporting initiatives as assigned by the Director of Alumni Engagement.

Required Education

Bachelor's degree required (preferably in Business, Communications, Public Relations, Marketing, Journalism, or other related fields).

Required Experience

One to three years of experience in Alumni or related field.

Primary Duties/Essential Functions

Events Support

Coordinate and assist with coordination of all Alumni Engagement events including working with Event Services and the Advancement Events team to reserve oncampus rooms or external facilities, work with the Advancement Communications Specialist to craft and send invitations, create forms and track event registrations, help manage event purchases/budgets, etc.
Coordinate with product vendors that supply materials and items for the office for events and otherwise.
Provide and input data on all events and attendance for alumni engagement scoring.
Manage registrations from rsvp through attendance for alumni events.

General Alumni Office Support

Support alumni engagement initiatives including alumni admissions volunteers, career volunteers, and event volunteers.
Support the process of collecting, pulling, and reporting data related to alumni engagement in Raiser's Edge.
Coordinate and follow through with all print and promotional materials for the office.
Assist Alumni Engagement Officers and Director of Alumni Engagement with any office projects.
Provide general administrative support as needed.
Manage central alumni phone system (DialPad) and ensure all calls are answered or responded to in a timely manner providing excellent customer service.
Assist Alumni Engagement office staff with monthly expense tracking, reconciliation, and reporting via the Concur system.
Assist with travel arrangements if needed.
Manage and organize the community Alumni Engagement team folder.
Oversee office protocols and processes for ordering promotional products, managing invoices, creating processes for office operations, and managing paperwork and timekeeping for student employees.
Assist with managing vendor relationships.
Support with scheduling weekly staff meetings including notetaking and followup.
Function as the primary contact person for Mail Services to verify all mailings through the Alumni Engagement account.
Regular, punctual attendance as required by the supervisor and facilitated by department needs which will include evening and weekend hours based on event scheduling.
Perform other duties as required by the supervisor.

Skills

Event planning experience and ability to manage multiple projects simultaneously.
Some experience with social media management.
Good general administrative skills, and familiarity with office equipment.
Strong oral and written communication skills.
Ability to communicate effectively with alumni, parents, students, faculty and staff with proper English usage.
Experience using Google Apps, Microsoft Office (primarily Word and Excel) with accuracy and skill.
Ability to quickly adapt and learn new computer and website procedures and processes.
Good organizational skills and strong attention to details.

Mental Demands

Must have a high degree of initiative to handle multiple tasks simultaneously.
Ability to work independently.
Ability to exercise independent judgment and discretion, keep confidentiality, and manage several projects at the same time, using logical problemsolving.
Ability to work under pressure, meet deadlines, and followthrough.
Ability to learn and retain information and procedures.
In agreement with the purpose and mission of Azusa Pacific University in providing a Christianbased higher education for its students.

Physical Demands